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How to start, write and end a letter in German [formal +

informal]

All
German
Business

June 13, 2023

Author

Marie Schmoll

“Dear reader,

Today I picked up my pen to write to you about the long lost art of letter writing.”

We all know how to text and send quick emails full of abbreviations but when was the last time you sat
down to write someone a letter with pen and paper? Taking the time to do this will show the other person
you’ve put in some real effort, which is likely to get you what you want - whether you’re trying to impress

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a German love interest, writing a complaint letter to a German company or asking that nice German-
speaking sales rep about the delicious perfume you didn’t get the chance to buy.

Getting those letters right demonstrates your commitment to effective cross-cultural communication and
impresses the other person. So we’ll teach you exactly how to write a letter in German.

Why learn how to write a letter in German?

In German-speaking countries, it’s still fairly common to write letters, especially to formal offices or your
bank. These are often the kind of important letters you want to get just right - but watch out!
Writing a letter in German is not just like writing an English letter in a different language.

There are a number of things to take into account that will be different - starting with the size. In Germany,
all standard mail comes in the size A4, not letterbox. It’s what people print their documents on and the
size you’ll see in all stationery.

Next up, you wanna get your format and tone of voice right, and make sure your greeting and sign off are
appropriate. Luckily there are a number of fool-proof words and phrases you can learn or copy and once
you get them right, you’ll come off as a sophisticated German-speaker.

Key letter writing vocabulary to keep in mind

Let’s get started with these important letter-related words.

German English
Der Brief Letter
Der Briefkasten Mailbox

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Der Briefumschlag Envelope
Die Briefmarke Postage stamp
Das Postamt Post office
Die Adresse Address
Die Postleitzahl Postcode
Der Absender Sender
Der Empfänger Recipient
Die Unterschrift Signature
Der Postbote, die Postbotin Postman, postwoman
Die A4 Größe A4 size (German Standard Letter Size)
Letterbox Letterbox (US Standard Letter Size)
Der Briefumschlag Envelope
Der Briefkopf Letterhead
Die E-Mail Email
Die Post Post mail
Etc. Etc.
Ps. Ps.

Formatting a letter in German

If you’re talking to a friend or a loved one, you can obviously relax about formatting your letter - but for
any other purposes, try to stick to the common format, with this step by step guide on how to write a
formal or a business letter in German:

Start by placing your address on the top left corner of the page
Next, add the recipient's address, aligned on the top right corner. Remember to include their name,
street, postal code, and city.
On the top right, write the date in long format (19. Juni 2023)
If you’re using reference numbers, include them below the recipient's address, on the right-hand
side and feel free to put them in parentheses or square brackets
Add a polite salutation like “Sehr geehrter/ Sehr geehrte” if you’re addressing a stranger, followed
by “Herr/Frau” and the person’s last name
State what you want. No matter how long German words usually are, keep your content short and
to the point by avoiding unnecessary fluff
Sign off with a greeting like “Mit freundlichen Grüßen”, plus your name, and make sure you sign
the letter by hand, even if you typed out the rest

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How to write the date on a letter in German

German dates are a little different from the American standard:

The conventional date format is DD.MM.YYYY. So, if today is June 10, 2023, you would write it as
10.06.2023

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 When writing dates within a paragraph, remember to capitalize the days of the week (Montag,
Dienstag, etc.) and months (Januar, Februar, etc.)
Also, Germans use a dot (.) as the separator, not of a comma (,)

How to write a formal or business letter in German

Formal letters in German require a professional tone and adherence to proper etiquette. When writing a
formal letter to a stranger in German, remember to:

Use the appropriate formal pronouns, such as "Sie" instead of "du"

Maintain a clear and concise structure
Stick to polite and respectful language, avoid slang
Learn about German business vocab and etiquette

Formal letter greetings

English German
Dear (formal) Sehr geehrte/r
Dear Sir / Madam Sehr geehrte Dame /sehr geehrter Herr
To whom it may concern An alle, die es betrifft
Dear (familiar) Liebe/r
Dear team Liebes Team
Hello Hallo
Good morning Guten Morgen
Good day Guten Tag
Good evening Guten Abend

How to start a formal letter in German

When it comes to crafting a formal letter, keep in mind why you’re writing the letter and what you’re
hoping to get from the recipient.

Whether you’re applying for a job, writing an apology or trying to sell a product, we’ve collected just the
right phrases to start your letter in German.

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Cover letters when applying for a job

English German
I’m writing in response to your job
Ich schreibe Ihnen in Bezug auf Ihre Stellenausschreibung
advertisement
I hereby apply for... Hiermit bewerbe ich mich um...
I have read your job advertisement
Mit großem Interesse habe ich Ihre Stellenanzeige gelesen
with great interest
Due to my extensive experience, I Aufgrund meiner umfangreichen Erfahrung bewerbe ich
am applying for... mich um
After careful research, I am applying
Nach sorgfältiger Recherche bewerbe ich mich um…
for…
I believe I’m just the right candidate Ich glaube, ich bin genau die richtige Kandidatin/der
for the role… richtige Kandidat für die Rolle…
I’d love to join your team as a… Ich würde gerne Ihr Team als… verstärken

Letter of enquiry

English German
I’m writing to enquire in regards to… Ich schreibe, um mich nach... zu erkundigen
I have a question about… Ich habe eine Frage zu…
I was wondering if… Ich habe mich gefragt, ob…
I’d like some information about your Ich hätte gerne einige Informationen zu Ihren
products Produkten
I’m interested in… Ich habe Interesse an…
I’d be delighted to learn more about... Ich würde sehr gerne mehr über … erfahren
I’m writing to gather more information Ich schreibe, um mehr über … in Erfahrung zu
about... bringen

Letter of complaint

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English German
With this letter, I would like to complain Mit diesem Schreiben möchte ich mich über...
about beschweren
I regret to inform you that I am very Es tut mir leid, Ihnen mitteilen zu müssen, dass ich
dissatisfied with... mit... sehr unzufrieden bin
Unfortunately, I need to complain about the Leider muss ich mich über den mangelhaften
insufficient service/poor quality of... Service/die mangelhafte Qualität von... beschweren
I am extremely disappointed with... Ich bin äußerst enttäuscht von…
Hiermit möchte ich meinen Unmut über... zum
I hereby express my dissatisfaction with...
Ausdruck bringen
I’m upset about... Ich bin verärgert über…
Unfortunately, ... does not meet the agreed
Leider entspricht... nicht den vereinbarten Standards.
standards.

Letter of apology

English German
I’m writing to apologize for the poor
Ich schreibe Ihnen, um mich für den schlechten Service
service you received on your recent visit
zu entschuldigen, den Sie bei Ihrem letzten Besuch bei...
to…
I’m truly sorry Es tut mir ehrlich aufrichtig Leid
With great regret, I must admit that... Mit großem Bedauern muss ich zugeben, dass...
I’m aware that my actions regarding... Es ist mir bewusst, dass meine Handlungen bezüglich...
were inappropriate unangebracht waren
I’m truly sorry for any inconvenience I Es tut mir aufrichtig leid, dass ich Ihnen
have caused you Unannehmlichkeiten bereitet habe.
I’d like to apologize from the bottom of
Ich möchte mich von ganzem Herzen entschuldigen
my heart
I’m begging you to forgive… Ich bitte um Verzeihung für…
It was not my intention to cause you any Es war nicht meine Absicht, Ihnen Unannehmlichkeiten
inconvenience zu bereiten
Please give me the chance to make this
Bitte geben Sie mir die Chance, es wieder gutzumachen
up to you

For more ways to apologize in German, check out this helpful guide!

Letter of response

English German
I’m writing in response to your enquiry on the Ich schreibe Ihnen als Antwort auf Ihre Anfrage
topic of... zum Thema...
Ich schreibe Ihnen, um Ihre Frage bezüglich…
I’m writing to answer your question about…
zu beantworten
Thank you for your inquiry regarding... Vielen Dank für Ihre Anfrage bezüglich...
With reference to your inquiry dated [Date], Mit Bezug auf Ihre Anfrage vom [Datum],
Thank you for your interest in... Vielen Dank für Ihr Interesse an...
In response to your inquiry, I can provide you Als Antwort auf Ihre Anfrage kann ich Ihnen
with the following information... folgende Informationen geben...
Thank you for your interest in... Vielen Dank für Ihr Interesse an...

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We sincerely appreciate your letter Wir bedanken uns herzlich für Ihr Schreiben
We’d be happy to assist you Wir helfen Ihnen gerne weiter

Letter of sales / promotion

English German
We have exciting news for you! Wir haben spannende Neuigkeiten für Sie!
We’re pleased to present our latest offers to Wir freuen uns, Ihnen unsere neuesten Angebote
you vorzustellen
Entdecken Sie jetzt unsere exklusiven
Discover our exclusive special offers now!
Sonderangebote!
Dürfen wir Ihnen unsere attraktiven Rabatte May we present our attractive discounts and
und Aktionen vorstellen? promotions to you?
Be one of the first to benefit from our Gehören Sie zu den Ersten, die von unseren
unbeatable offers! unschlagbaren Angeboten profitieren!
Herzlich willkommen zu unserer großen
Welcome to our big sales event!
Verkaufsaktion!
Werfen Sie einen Blick auf unsere brandneue
Take a peek at our brand-new collection!
Kollektion!

How to sign off or end a formal letter in German

English German
With kind regards Mit freundlichen Grüßen
In anticipation of your prompt response In Erwartung Ihrer baldigen Antwort
Yours sincerely Hochachtungsvoll

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Warm regards Herzliche Grüße
With best regards Mit besten Grüßen
Kind regards Freundliche Grüße
With friendly greetings Mit freundlichem Gruß
With friendly recommendation Mit freundlicher Empfehlung
Thank you in advance Vielen Dank im Voraus

If you need more inspiration for signing off a letter or an email, head to our guide on saying goodbye in
German!

Example of a formal letter in German

Absender:
Sophie Schaller
An der Welle 3
60486 Frankfurt am Main

Empfänger:
Frau Milena Eichbaum
Leiterin der Parfumabteilung
Drogeriegeschäft Kranz
Hauptstraße 5
10178 Berlin

Frankfurt am Main, den 7. Juni 2023

Betreff: Anfrage bezüglich eines bestimmten Parfums

Sehr geehrte Frau Eichbaum,

Ich hoffe, diese Zeilen erreichen Sie in bester Gesundheit und Stimmung. Vor Kurzem hatte ich das
Vergnügen, Ihr Geschäft zu besuchen, wo ich in den Genuss Ihrer exzellenten Beratung in der
Parfumabteilung kam.

Zu meinem Bedauern musste ich meine Suche nach dem perfekten Duft unterbrechen, da ich einen
unerwarteten Anruf erhielt und das Geschäft vorzeitig verließ. Da wir während meiner Beratung mehrere
Parfums ausprobiert haben, ist mir leider der Name des Parfums entfallen, das mir so gut gefiel.

Ich erinnere mich noch vage daran, dass es eine blaue Flasche hatte und herrlich nach Jasmin und
Vanille duftete, mit einer weiteren Note, die mich an den Strand erinnerte. Ich wäre Ihnen sehr dankbar,
wenn Sie mir helfen könnten, dieses spezielle Parfum zu identifizieren.

Ich freue mich auf Ihre Antwort und bedanke mich im Voraus für Ihre Hilfe!

Mit freundlichen Grüßen,

Sophie Schaller

Translation:

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Sender:
Sophie Schaller
An der Welle 3
60486 Frankfurt am Main

Recipient:
Frau Milena Eichbaum
Leiterin der Parfumabteilung
Drogeriegeschäft Kranz
Hauptstraße 5
10178 Berlin

Frankfurt am Main, June 7, 2023

Subject: Inquiry regarding a specific perfume

Dear Mrs. Eichbaum,

I hope these lines reach you in the best of health and spirits. I recently had the pleasure of visiting your
store, where I had the honor of receiving your excellent advice in the perfume department.

To my regret, I had to interrupt my search for the perfect fragrance as I received an unexpected phone
call and left the store early. Unfortunately, since we tried several perfumes during my consultation, I forgot
the name of the perfume that I liked so much.

I vaguely remember that it had a blue bottle and smelled delightfully of jasmine and vanilla, with another
note that reminded me of the beach. I would be very grateful if you could help me identify this particular
perfume.

I look forward to your reply and thank you in advance for your help!

With kind regards,

Sophie Schaller

How to write an informal letter in German

If you have German-speaking friends, I’m sure it would absolutely make their day if they got a
handwritten letter from you!

It can be to a new acquaintance you met in transit at the Frankfurt airport or the coworker from your
company’s German team that you’ve recently befriended.

Or you can go online and find a German-speaking pen pal, which is a super fun way to practice your
German language skills!

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Informal letters give you the liberty to write in a more personal and relaxed tone. They commonly start
with a friendly greeting like "Liebe/r" (Dear) or "Hallo" (Hello) and end with casual sign-offs such as
"Viele Grüße" (Many Greetings) or "Bis bald" (See you soon) - and in between you can get creative and
say whatever comes to mind.

Informal letter greetings

When crafting an informal letter to a friend or a loved one, don’t worry about a formal greeting!

English German Relationship context

Hi Hi Suitable for friends, colleagues or acquaintances
Hey Hey Same as “hi” but more common in Europe
Hey Na Very casual greeting, also common in texts
A warm, affectionate greeting that can be used for friends,
Dear Liebe/r
family members, or loved ones
This is a term of endearment typically used for romantic
Darling Liebling
partners
To my An meine Geliebte/ This very affectionately term is reserved for romantic
beloved meine Geliebte partners
Hello my
Hallo mein Schatz Used between romantic partners and very close friends
treasure

How to start an informal letter in German

You’re not trying to open a new bank account or complain about a service. This is a letter to a regular
person in your life, so just write the way you’d talk to them!

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English German
How are you? Wie geht’s dir?
Just reaching out to… Ich wollt mich nur mal melden, um…
What's new with you? Was gibt's Neues bei dir?
I hope you're doing well Ich hoffe, es geht dir gut
Es ist schon eine Weile her, seit wir das letzte Mal
It's been a while since we last spoke
gesprochen haben
How's work/school/college going? Wie läuft die Arbeit/Schule/Uni? -
I have some good news Ich habe gute Neuigkeiten
I was just thinking of you and wanted to Ich habe gerade an dich gedacht und wollte mal Hallo
say hello sagen

How to sign off or end an informal letter in German

Sign off your letter with one of these phrases and don’t forget your name after that!

English German
Many greetings Viele Grüße
Kind greetings Liebe Grüße
Warm greetings Herzliche Grüße
I love you (for a romantic partner) Ich liebe dich
I love you (for a family member or close friend) Ich hab dich lieb
Kisses Küsse
A greeting and a kiss Gruß und Kuss
Feel embraced Fühl dich umarmt
See you soon Bis bald
Take care Mach’s gut
Love In Liebe
All the best (literally: all the lovely things) Alles Liebe

How to write an email in German

If this all sounds like a little too much work and you’re wondering how to write a German email instead,
keep these things in mind:

Punctuality: Most Germans value punctuality, so try to respond to emails in a timely manner
Formality: Even in emails, it's common to use formal greetings and sign-offs if you don’t know the
other person well
Structure: Like traditional letters, German emails also tend to follow a specific structure with a
greeting, body, and conclusion
Politeness: Germans generally prefer directness in communication, but it's essential to stay polite.
Consider using phrases like "Ich würde mich freuen, wenn..." (I would appreciate it if...) to make
requests more courteous

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 Fonts: Stick to professional, easy-to-read fonts such as Arial or Times New Roman. Avoid colored
fonts and excessive use of bold or italic text
Emojis: Generally avoid emojis in formal emails to strangers but if you do know the other person,
go ahead. Using emojis in writing is like smiling while talking!

“Alles Liebe”
As you set out to write your own letters and emails in German, remember that each one of them is an
opportunity to deepen connections, express your thoughts, and participate in a cultural exchange. So,
grab that pen or start typing, and let your words brighten someone’s day!

P.S.: If you’re looking for more inspiring articles that all read like little love letters to the German language,
find our German vocabulary blog!

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